Administration & Finance Officer

Administration & Finance Officer- Children’s Home

“A world where every child is safe, educated, loved”; Kopila Valley Sewa Samaj (KVSS) established in 2007, is a non-governmental, apolitical, and not for profit organization. Our mission is to change the world by empowering Nepal’s children. We do this by providing quality education, a safe environment, and through inspiring others while putting the children first, strengthening families and our communities. Most at-risk and disadvantaged children are provided with inclusive quality education at Kopila Valley School (KVS), one of the greenest schools in Nepal, made from the earth and nestled on a campus with a commitment to building sustainable programs. Along with lifelong gift education to the disadvantaged children, we support their family members to improve their living standards and make it sustainable through holistic programs ranging from children’s home, health and wellness through women empowerment to career guidance/counseling, and scholarships for further studies. Environmental sustainability is one of the guiding principles and a way of life whatever we do!

Our Children’s Home being the legacy of Kopila Valley, provides a safe, loving, and stable home for children in extreme cases of need, when all other options have been exhausted. We provide care for our young children to live happy, healthy, safe lives while building positive characteristics to develop into thriving adults while placing important attention to root family connection. We do this with our funding partner BlinkNow Foundation and in close ties with the local government and communities.

Position Summary: Admin & Finance Officer-Children’s Home

You should have enthusiasm about the growth and wellbeing of children, sensitive to their needs, empathetic and having a passion about working for children often under pressure. You have in-depth knowledge and practical experience in handling administrative tasks, financial transactions, compliance and store management.

With the overall guidance of Associate Manager-Children’s home and assisted by Admin/Finance team of KVSS, Admin/Fin Officer at Children’s Home is responsible for overseeing all aspects of day-to-day operations, procurement, inventory management, financial settlement, and logistics to support the Children’s home and transition programs. This role requires strong coordination, negotiation, and organisational skills to optimise the supply chain and ensure the timely delivery of goods and services. This position involves a range of responsibilities aimed at ensuring the efficient and cost-effective sourcing, procurement, and distribution of goods and services, support in budgeting and finances required to support Children’s home and transition program.

Work Location: Birendranagar -4, Surkhet

Reporting to: Associate Manager, Children’s Home

Benefits: Competitive Salary, Festival allowance, SSF, On-site meal during work days.

Application Deadline: We screen applications on rolling basis

Must Haves:

Education: Bachelor’s degree in business administration or a related field of studies

Experience: At least 3+ years of proven and relevant experience, with at- least 2 years of prior experience of working in an NGO of similar capacity.

Language: A good communicator, and fluent in English and Nepali would be an added advantage

Skills and Abilities:

Administrative Skills: Proficiency in office management and administrative tasks, strong organisational and time-management skills and attention to detail and a focus on accuracy.

Logistics Expertise: knowledge of procurement processes and inventory management, experience in planning and coordinating logistics for events and projects and familiarity with safety and security standards in logistics operations.

Other Skills: Work collaboratively in a team setting with least supervision required, good on using Microsoft Office tools and email, experience with relevant software and tools for inventory management is a plus.

Main Responsibilities:

1. Administrative Responsibilities (30%)
2. Supply chain related responsibilities (30%)
3. Financial transaction processing and bookkeeping (40%)

Detailed Responsibilities:

Administrative Responsibilities (30%)

• Preparation of demand form, order form, goods receive form and official letter.
• Maintenance and monitoring of vehicles logbook, stocks, inventory, facilitate in general maintenance
• Preparation of draft regarding annual procurement plan.
• Keep record and fill admin related documents.
• Prepare reports and presentations with statistical data, as assigned
• Ensure that relevant data regarding admin are kept confidential and only communicated to relevant stakeholders.
• General administrative tasks, as required
• Work with the Administration/HR team to prepare personal files of all the staffs and update periodically.
• Support in updating personal files of students and make sure that compliances are fulfilled.
• Responsible for supporting building and equipment maintenance of Children’s home.

Supply chain related responsibilities (30%)

• Conduct market research to identify potential suppliers and ensure competitive pricing.
• Develop and implement procurement strategies and policies in line with KVSS guidelines.
• Prepare and issue procurement requests, evaluate quotations, and negotiate terms with suppliers.
• Ensure timely procurement of goods and services while adhering to budget constraints.
• Maintain accurate procurement records and documentation.

Financial transaction processing and bookkeeping (40%)

• Collection of invoices & verify accuracy & full supporting document then prepare payment voucher and submit to Account coordinator for payments.
• Support the finance department for timely payment, record keeping & prepare financial statements.
• Financial recording of daily transactions.
• Report to supervisor regarding the admin & financial performance on a periodic basis or as per requirement.
• Support for maintaining the leave records, time sheet/attendance, work plan.
• Support to keep fixed & current assets record, inventory & stock, assets Code tagging.
• Preparation of requisition, PO, GRN, Good distribution receipt & other procurement related documents.
• Support in office vehicle movement plan, vehicle servicing, maintenance, and regular checkup.
• Communicate regularly, this includes responding to messages and emails promptly.
• Interpersonal skills are essential to communicate with staff & management on a contained basis.
• Communicated clearly with the supervisor about daily activities or issues.
• Other duties may arise from time to time and may be assigned to the Employee by the Employer.

Additional Expectations:

• Budget and Finance Support: Assist in budget tracking and financial record-keeping related to admin and logistics, prepare procurement-related documentation and reports, and monitor expenses and ensure adherence to budgetary constraints.
• Compliance and Reporting: Ensure compliance with all relevant laws and regulations, prepare and submit periodic reports on administrative and logistics activities, and maintain accurate records for auditing purposes.
• Team Collaboration: Collaborate with other teams within the organization to support their logistical needs, and provide support during special projects and initiatives as needed.
• Coherence to Mission: A deep commitment to the mission and values of Blink now Foundation and Kopila Valley Sewa Samaj.

The above list of responsibilities is not comprehensive, and the admin and finance officer may be required to take on additional responsibilities, as determined by his/her manager, or by the leadership team.

Key Characteristics

• You believe that we can change the world in the blink of an eye.
• You believe in making decisions that put children first.
• you are self-motivated, organized, and approachable.
• You enjoy creating systems, keeping records, and increasing efficiency.
• you have a strong work ethic and a willingness to pick up new skills. You are comfortable multitasking.
• Build positive working relationships and environment in the organization by bringing solutions to the discussion table.
• Demonstrate professionalism in all interactions and execution of duties including ensuring confidentiality as per the organization’s protocols.
• Report to the manager on a weekly basis, and as needed in case of urgent activities.
• Build and maintain a strong relationship with the leadership team of KVSS and Blink Now Foundation to ensure the continued success of our joint projects.
• Focus on building the best environment for the students to get the most supportive environment to get career support measured by the data.